Asset registers

The asset register lists every significant building asset that needs ongoing maintenance, inspection or replacement planning.

What goes in the register

• Lifts.
• Boilers and heating plant.
• Fire alarm panels and devices.
• Sprinkler systems.
• Smoke control plant.
• Door entry systems.
• CCTV.
• Lighting plant (especially emergency lighting).
• Pumps (water, drainage).
• Mechanical ventilation.
• Air conditioning units.
• Solar panels.
• Battery storage.

Items that are part of the building fabric (walls, roofs, windows) are usually not in the asset register; they are tracked via condition surveys.

Create an asset

1. Open the site and click Assets → Add asset.
2. Enter the name (for example Lift Block A).
3. Pick the type (lift, boiler, fire alarm, etc.).
4. Pin to a space if applicable.
5. Enter the make, model and serial number.
6. Enter the installation date and expected life.
7. Optionally upload the operating manual.
8. Link the maintenance event that covers this asset.
9. Save.

Lifecycle tracking

For each asset PropLink tracks:

• Date installed.
• Expected end-of-life.
• Replacement cost (current estimate).
• Service history (every maintenance event completed).
• Major works completed.

Replacement cost feeds the reserve fund forecasting.

Bulk import

For large estates with hundreds of assets, import from CSV under Settings → Data import → Assets. See CSV import templates.

Asset categories and lifespan defaults

Common asset types have a default expected lifespan:

Override per asset as needed.

Reporting

The asset register report (under Reporting → Operational → Assets) shows:

• Every asset by site.
• Assets approaching end of life in the next 12 months.
• Replacement cost forecast by year.
• Service history summary.

Pair with the reserve fund workflow for long-term capital planning.